General Food & Beverage Committee

The General Food and Beverage Committee is responsible for all the Guild food and beverage needs for the Indian Fair and Market.  In this capacity, the committee:

  • selects and contracts food vendors for the Indian Fair and Market
  • orders beverages and refrigeration equipment from a nationally known beverage distributer from the Phoenix area
  • accepts delivery, inventory, stocking and distribution of beverages to the Guild Beverage Booths and other Fair Volunteer committees
  • coordinates with Food Vendors to acquire appropriate health permits and insurance certificates
  • applies for appropriate Special Events Health Permits, schedules health inspections and coordinates the Fair inspection walk through with the Health Department inspector
  • designs the Food/Beverage Booth layouts and ensures that all booths have electrical, refrigeration, water and sanitation facilities
  • organizes volunteers to staff the Guild’s Beverage Booths and line management
  • develops and approves signage for Food and Beverage Booths
  • collects and account for all fees and sales proceeds.

The Co-Chairs are appointed by the Indian Fair and Market Chair (Fair Chair) and are members of the Fair Steering Committee. The Co-Chairs share the workload with one focused on Food and the other on Beverages.

The Co-Chairs:

  • Report progress and problems to Fair Chair.
  • Attend all Fair Committee Chair and Steering Committee meetings.
  • Prepare and submit a line item budget to the Fair Chair and Guild Treasurer.
  • Coordinate with Fair Chair and Staging Chair to understand and accommodate any changes for the upcoming Fair and Market.
  • Develop and coordinate signage for Food Vendors and Beverage Booths.
  • Invite the Fair Chair to committee meetings including initial planning and wrap up meetings.
  • Ensure Food Vendors apply and obtain appropriate Health Permits and Event Insurance (naming Heard Museum as Co-Insured).
  • Apply for appropriate Maricopa County Health Permits for the overall Indian Fair and Market.
  • Recruit, schedule and train volunteers.
  • Submit the list of volunteers to the Volunteer Placement Chair for volunteer badges.
  • Acknowledge by thank you note, or other means, appreciation for the work done by volunteers working on this committee.
  • Submit vendor invoices to the Guild Treasurer for payment.
  • Submit vouchers with receipts to the Guild Treasurer for reimbursement of Committee expenses.
  • After the Fair and Market, review and update the committee job description. Send description to the Fair Chair who will review and forward it to the Guild President Elect approval and subsequent posting on the Guild’s website.
  • Attend the Wrap-Up Meeting after the Fair. At least a week prior to the meeting, emails the Committee Report to the Fair Chair.  The sections of the report are: Accomplishments, Number of Volunteer participants, Challenges, Outstanding Issues and Concerns, Budget summary, and Recommendations.  The report is the basis for the individual Committee planning meetings for the following year.


  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, changing booth locations, power and water hook ups, guest seating and tents, and signage needs. Consults will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Select food vendors and negotiate contracts.
  • Submit copies of all contracts to the Guild President for authorizing signatures and review by The Guild Treasurer.
  • Select menus and negotiate/set prices for all foods and beverages.  Arrange to print handout menus.
  • Work closely with food vendors to ensure proper tent layouts, power, refrigeration, equipment and any other needs.  Schedule their set-up and tear-down.
  • Understand related health and food handler permit and inspection requirements and ensure that they are met.  Schedule and be present during inspection and coordinate resolution of any inspection deficiencies.
  • Arrange with Guild Treasurer for cash handling and security.
  • Inventory and order equipment and supplies.
  • Coordinate with Heard Museum Special Events Manager to order, return or distribute unsold beverages and Refrigeration Equipment return.

Time Line


  • Write and submit Committee Report.
  • Review and update Committee description.  Submit description to Fair Chair and Guild President Elect for approval and subsequent website posting.
  • Begin planning for the next Fair and Market to include Food Vendor evaluation and, if required, identification replacement vendors.
  • Ensure all Committee financial requirements are met and invoices paid/collected.
  • Contact food vendor(s) early to reserve the dates.


  • Prepare and submit a budget to the Fair Chair.


  • Send promotional materials and images to Fair Chair for inclusion in the Fair and Market Program and web site.  Continue to send updates to the Fair Chair through February.  Particularly food vendor names and menus.
  • Attend Fair Committee Chair and Steering Committee meetings.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, booth location and signage needs. Consult with all other Chairs as needed to ensure the success of the Committee and Fair.
  • Select food vendors and review menus and prices.
  • Coordinate volunteer needs with Volunteer Placement Chair to recruit at Job Fair (usually at October Guild meeting).
  • Begin recruiting volunteers and continue recruiting through the beginning of February


  • Ensure Food Vendors have appropriate health and insurance certificates.
  • Apply for Health Department Special Event permit and coordinate/schedule Health Inspection.
  • Confirm with the Fair Chair, Staging Chair, and Signage Chair booth set up and requirements, and signage needs.
  • Confirm will all other Fair and Market Chairs volunteer water requirements.
  • Confirm Committee volunteer commitments and verify schedules.


  • Attend Fair Committee Chair and Steering Committee meeting.
  • Finalize volunteer schedules and submit volunteer names to Volunteer Placement Chair for volunteer badges.
  • Determine number of “Food Vendor” badges required and submit to Volunteer Placement Chair for badge printing.
  • Order supplies and equipment for all booths.

Fair and Market Setup and Operations

  • Assist all Food Vendors with set up and operation of booths and clean out of booths.
  • Ensure Guild Beverage Booths are setup and operating efficiently.
  • Be present during Health inspection and assist in correcting any deficiencies.
  • Distribute volunteer water to requesting Fair and Market committees.
  • Redistribute beverages as necessary to meet patron demand
  • Manage line control, ticket sales area, guest seating area and related aspects.
  • Inventory Beverages after the Fair and Market and store in appropriate location.
  • Coordinate with Heard Museum Special Events Manager the return or distribute beverages not sold or used during the Fair.


  • Submit vendor invoices and expense vouchers to the Guild Treasurer if not already submitted.
  • Acknowledge the work done by the volunteers.
  • Write the Committee report (see Chair section above)
  • Review the job description (see Chair section above).
  • Attend the Fair Committee Chair Wrap-Up Meeting.
  • If not continuing as a Chair, ensure a smooth transition to the new General Food and Beverage Committee Chairs.

Updated: 03/31/18